At VinHMS, we are committed to ensuring our clients are satisfied with our hotel management solutions. This Refund Policy outlines the procedures and guidelines for processing refunds, ensuring transparency and compliance with Payment Card Industry (PCI) standards.

Refund Eligibility

Refunds are typically processed in cases of overcharging, billing errors, or cancellations in accordance with our service terms. To qualify for a refund, a request must be made within a specified period, typically not exceeding 12 months from the transaction date.

Please note that certain fees may be deducted from the refund amount:

Compliance Check Fee: A nominal fee may be deducted to cover the administrative costs associated with processing refund requests.

Refund Request Fee: An additional fee may apply for processing refund requests.

Refund Process

• Initiation: Refund requests must be submitted through our client support portal or via email to our finance department. Please provide transaction details, including the date, amount, and reason for the refund.
• Verification: Upon receiving a request, VinHMS will verify the validity of the claim, including checking the transaction records and the conditions under the service agreement.
• Processing: Once approved, refunds will be issued to the original payment method used during the transaction to comply with PCI standards. No refunds will be issued to alternative cards or payment methods.

Limitation of Liability

It’s important to understand that VinHMS has no control over the timing of the refund posting to your Payment Method. While we strive to process refunds promptly, the time it takes for the refunded amount to reflect in your account may vary depending on your financial institution’s policies.

Refunds will be issued to the same Payment Method used for the original transaction. This ensures a streamlined process and compliance with payment processing regulations.

Handling Mistakes

If a refund is processed by mistake or to a cancelled card, we will take the following steps:
o Attempt to reverse the refund transaction immediately.
o If reversal is not possible, and the original card is no longer valid, we may issue a refund via check or another agreed-upon method after confirming the details with the client.

Customization of Refund Policy

Clients are encouraged to communicate any specific refund policy requirements they have, which VinHMS will review and, if possible, incorporate into the contractual agreement to minimize disputes and chargebacks.

Policy Updates

VinHMS reserves the right to modify this Refund Policy at any time to ensure it aligns with industry standards and operational requirements. Changes will be communicated to all clients and will take effect immediately unless otherwise stated.
For questions regarding this policy or to submit a refund request, please contact us at support@vinhms.com.